Managing Vendors and Contractors in FacilitySync
Keep contractor details, rates and job history in one place, and see who is actually worth calling.
FacilitySync → Vendors is your contractor list, with the job history that tells you which of them to call first.
The four figures
Vendors, Avg Rating, Total Jobs and Preferred.
Adding a vendor
Add Vendor, then record their specialty, contact details and hourly rate. Two flags are worth setting deliberately:
- Preferred — your first call for that specialty
- Emergency — will turn out at short notice
Both have filter buttons above the list, and the emergency filter is the one you want at 6pm on a Friday.
Insurance
Record the vendor's insurance expiration. Expiring vendor insurance feeds the Alerts figure on the facility dashboard, which is the point — discovering a contractor's liability cover lapsed after they have worked on your site is a bad way to find out.
Jobs
Assigning a ticket to a vendor creates a job against them. Each job moves through its own statuses — Requested, Accepted, In Progress, Completed or Cancelled — and carries both a quoted cost and an actual cost.
When a job is complete you can rate it from one to five. That rating is what produces the average on each vendor card.
Tip: Rate every job, not just the bad ones. A rating average built only from complaints tells you who annoyed you, not who is good. Rating consistently is what makes the number worth looking at when you are choosing between two contractors a year from now.
Seeing what they cost you
The Contractor Spend report in the reports workbench compares quoted against actual cost by month, built from vendor jobs rather than ticket costs. The two are different figures: ticket cost is what the venue recorded against the work, job cost is what the contractor charged. Where they diverge consistently for one vendor, that is worth a conversation.
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